Driving in the autumn and winter seasons presents multiple challenges for community transport organisations. It is essential to prioritise the safety of your fleet during the colder months to ensure the safe and reliable transportation of service users.
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In this article, we provide information on how to protect community transport vehicles during challenging weather conditions and the importance of timely reporting.

  • Only one in four motorists knows how to drive on black ice1
  • Drivers are 15% more likely to get into an accident during winter compared to summer2
  • In winter, there is a 27% rise in accident-related emergency calls compared to summer2
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Key considerations for protecting community transport

Slippery roads caused by rain or ice, reduced visibility during fog, increased braking distance and aquaplaning increase the risk of accidents. With the high costs of parts and repair for minibuses and difficulty in procuring replacement vehicles on time, it has become important to proactively prepare vehicles for the change in seasons and challenging driving conditions. This can be achieved by:

  • Ensuring the vehicle is in good condition by conducting regular maintenance checks, tyre inspections, brake checks and diesel exhaust fluid level checks
  • Preparing the vehicle for winter conditions by using weather-appropriate tyres, working brakes and functioning lights
  • Providing drivers with the necessary equipment, such as ice scrapers, snow brushes and emergency kits to deal with unexpected situations
  • Using GPS fleet tracking for real-time vehicle monitoring and planning routes to avoid hazardous conditions
  • Implementing driver training programmes on how to handle slippery roads, reduced visibility, black ice and how to report incidents promptly

Why timely and accurate incident reporting is important

Driving safely and protecting the vehicle is important, but if an accident does occur, the driver should ensure the safety of everyone involved, document the incident and take photos, contact the relevant authorities for assistance and notify the insurance provider. This is regardless of whether the accident is a no-injury accident, a single-vehicle accident or involves another vehicle.

Delayed reporting can have significant consequences, including increased repair costs, higher insurance premiums and even rejected claims. Prompt reporting allows insurance companies to gather evidence while it is still fresh and available, which can help prevent disputes and increase the likelihood of a fair settlement.

Timely reporting also enables insurance investigators to reconstruct the accident scene and gather information from all parties involved and witnesses while their memories remain clear. Reporting an accident before the deadline ensures that the claim will not be rejected and avoids unnecessary complications in the claims process.

What happens when you report an accident

Scene of accident information and photos shared by the driver and incident reported within 24 hours

This is the ideal scenario and allows the insurer to start the claims process right away. Reporting the incident promptly ensures that the investigation is swift, prevents delays in the claims process and minimises the overall cost of repairs. Obtaining a replacement vehicle or personal injury claim also becomes easier.

Scene of accident information completed and shared by the driver

Reporting an accident a few days after the incident can impact claims. It is important to share the Scene of Accident Information Form and admit liability for the accident and any personal injury within the deadline. If the incident is reported after a week, the cost of repairs and total duration can increase considerably. The claim process can also become complicated, with the insurance company facing challenges in gathering evidence and reconstructing the accident scene, potentially leading to delays and complications.

Scene of accident information still not completed and shared

Reporting the incident after a couple of weeks can significantly hinder the claims process. Your insurer will not be able to comply with the Ministry of Justice (MoJ) process and admit liability within the 15 working day deadline. It can also complicate complying with the official injury claim process and admitting liability within the 30 working day limit. Evidence may be lost or compromised, making it difficult to accurately determine fault and assess damages. Additionally, witnesses may become less reliable over time, making it harder to gather information about the accident.

Scene of accident information not completed and shared

Reporting an accident so late can have severe consequences. The insurance company will be unable to comply with the MoJ process within the 15-day deadline or provide advice on minimising losses and getting a replacement vehicle. Longer delays can increase the likelihood of evidence being lost, making it impossible to investigate the accident and determine fault. In some cases, the investigation can go on for months, increasing the overall cost for repairs, replacement vehicle, personal injury and cost of representation.

The above scenarios by QBE expertly illustrate the relationship between delay and overall costs.

How can Gallagher help?

Preparing your community transport fleet to cope with changing weather conditions is vital for ensuring the safety of your service users, drivers and the general public. Reporting a vehicle accident to insurers promptly is also necessary to keep repair costs and insurance premiums to a minimum.

At Gallagher, we understand the challenges that can arise after an accident. We conduct comprehensive risk assessments to identify potential hazards, develop effective risk management strategies and reduce the likelihood of accidents and claims. We are here to protect your organisation with suitable insurance coverage and provide support throughout the claims process.

If you would like to speak with our specialist team about your insurance programme or fleet risk management, please get in touch with Gallagher’s Charities SME & Affinity Team or call us on 0121 200 4951. We are here to support you.

Sources

1 “Winter Watch Outs! Half of motorists ignore weather warnings despite the dangers”, Admiral, accessed 10 September 2024.

2 “15% Increase In Motor Accidents In The Winter”, Insure the box, 11 February 2020.

Disclaimer

The sole purpose of this article is to provide guidance on the issues covered. This article is not intended to give legal advice, and, accordingly, it should not be relied upon. It should not be regarded as a comprehensive statement of the law and/or market practice in this area. We make no claims as to the completeness or accuracy of the information contained herein or in the links which were live at the date of publication. You should not act upon (or should refrain from acting upon) information in this publication without first seeking specific legal and/or specialist advice. Arthur J. Gallagher Insurance Brokers Limited accepts no liability for any inaccuracy, omission or mistake in this publication, nor will we be responsible for any loss which may be suffered as a result of any person relying on the information contained herein.

Arthur J. Gallagher Insurance Brokers Limited is authorised and regulated by the Financial Conduct Authority. Registered Office: Spectrum Building, 55 Blythswood Street, Glasgow, G2 7AT. Registered in Scotland. Company Number: SC108909. FP1440-2024 Exp.23.09.2025.

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